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Community meetings are an intrinsic and essential part of modern day community living. Organizing of such community meets ups in an organized and structured manner can allow members of the society to have an interactive session rather than a dull customary meeting or an erratic /disorderly discusssions and decision Here are some recommended tips that one can use in order to organize effective community/Committee meetings in one’s apartment or housing society that goes a long way in creating a platform for extensive thought exchange leading the improvement of the whole housing community.When you have formed special committees allow the committee to come out with their ideas and never hurry them.

Have a Preset Agenda: Having a preset or pre-planned agenda is recommended before scheduling any community meeting. The preset agenda can be put up on the society notice board or sent as dedicated email to the various community members. Having such a preset agenda allows members to think and reflect on the points and come prepared with their thoughts and ideas leading to a positive idea exchange. If the point of discussion is introduced in the meeting itself, chances are that not many people would hit upon unique and innovative solutions or ideas to tackle the problem at hand.

Don’t Mix Business with Pleasure: A cardinal sin committed by a lot of community meet ups is to mix serious discussions at social events. A dedicated society meeting not only brings a sense of professionalism, but also allows members to be prepared with the agenda under discussion allowing free flow of thoughts and ideas.

Have a Time Bound Discussion: In this day and age of fast paced life, long meetings can deter society members to actively attend and participate in the discussions. Having a time bound session pre decided considering the points of discussions not only make the meetings short, but also deters members from time wasting by exploring formal welcome address and long lectures.

Focus on the Main Agenda: One of the common mistakes overlooked by most organizing members is to digress from the main agenda. While a social interactive session can help build bonds between new society members and the management team, it is imperative to focus on the main agenda. The longer the meeting is dragged; chances are that members might not be interested in interactive discussions after a certain point..

Have an Interactive Session: It is the imperative of the members of the organizing committee to make all community meetings as interactive as possible . Unless there is a two way exchange of ideas and thoughts, community meetings may end up as a lecture with announcements and rules.

Create Awareness for Social Responsibilities: The role of a successful organizing community committee does not end with the meeting. Creating awareness on the agenda and the solutions discussed with all members of the housing society goes a long way in embedding the thoughts especially with the children and the elderly. Discussing informally with members of the housing society helps in creating awareness and allows all members to be a part of the overall social responsibility

Community mobilization is the process of engaging communities to identify community priorities, resources, needs and solutions in such a way as to promote representative participation, good governance, accountability and peaceful change.

Community mobilization has been defined as a capacity building process through which community individuals, groups, or organizations plan, carry out and evaluate activities on a participatory and sustained basis to improve health and other needs on their own initiative or stimulated by others. Mobilization increases the participatory decision-making processes by bringing diverse stakeholders to the table. It brings those people to the table who may not normally be involved in the decision making process. Mobilization also fosters strong relationships between local governments, businesses and community members.

Mobilization strengthens and enhances the ability of communities to work together to achieve goals that are important for that community. Community mobilization is not something that is done over night, but it is a process that requires time and commitment from all parties involved. The key to successful mobilization efforts is making sure that communities are in the driver’s seat during the process. Mobilization is not something that happens to the community; it is something that the community does. One of the primary goals of mobilization is to make sure mobilization efforts are community driven. This allows a community to solve its problems through its own efforts which is the key to having sustained outcomes within a community.

A meeting is a coming together of people for a specific purpose. The meeting can involve a large number of people, or a smaller (under 10) number of people who focus on a specific problem or purpose. Meetings generally have a facilitator who encourages two-way communication, and a recorder who records suggestions and issues that are revealed at the meeting.

Public meetings provide a good focal point for media interest in an event, and photos can provide a visual indicator or levels of interest and the range of people who attended. Public meetings are often the springboard for a movement or for the establishment of a common-interest group which will continue to act on the issues raised and suggestions made.

Public meetings are familiar, established ways for people to come together to express their opinions, hear a public speaker, or plan a strategy. They can build a feeling of community and attendance levels provide an indicator of the level of interest within a community on a particular issue.

Smaller focus group meetings can be made up of people with common concerns who may not feel confident speaking up in a larger public gathering (e.g. women, those who speak English as a second language, Indigenous groups). In a separate venue, these people can speak comfortably together, share common issues and a common purpose. The findings from focus group meetings can be presented to larger group meetings, giving a ‘voice’ to those in the community who are unable to speak up in a larger meeting

Special considerations/weaknesses:

Unless well facilitated, those perceived as having power within the community, or those who are most articulate and domineering in their verbal style can dominate the meeting.

Participants may not come from a broad enough range to represent the entire community.